A:Print Responsibly is a cost effective, sustainable, and centralized method to print, scan, and fax documents. Ohio University partnered with Bowling Green State University (BGSU) on the existing BGSU contract with ComDoc. Over time, OHIO will discontinue ownership and leases of non-specialized printers, copiers, scanners, or fax machines. OHIO will not be responsible for the purchase and replacement of toner cartridges or other materials used in the devices and will not pay maintenance costs. Instead, OHIO will contract with ComDoc to pay a per page price for printing, copying, scanning, and, in some cases, faxing services.

A:Print Responsibly was introduced to the University community June 2010 at an open forum held at Baker Center. The forum resulted in approximately 75 individuals testing the equipment and talking with print management representatives. Following the forum, survey results were received from over half of those individuals and were evaluated as the program was developed. The open forum held at Baker Center on June 1, 2010, resulted in approximately 75 individuals testing the equipment and talking with the representatives. Survey results were returned by forty eight(48) persons and are currently being evaluated.

A:Both leasing and ownership of machines is extremely costly. In addition, the cost of toner, monthly minimums, fees, service calls, and maintenance agreements add significant cost to the university. Given the decentralized nature of the current program, it is difficult to definitively assess money being "lost" or "wasted". We estimate savings of approximately $400,000 in year one of this contract. As this is a phased-in approach over five years, we anticipate additional savings each year.

A:Ohio University will not be purchasing or investing in equipment under the terms of this contract. The cost to the university will be limited to the cost per page of copy and print, and incoming faxes.

A:No. Case-by-case exceptions will be given based on grant requirements and security measures. Departments must identify business exceptions when the Print Management team makes their initial coordination visit.

A:Zero machines will be "purchased" with this program in place. The principle is to pay only for "clicks" actually used. The cost incorporated into the "Cost Per Copy" includes the use of the machine (no lease, no ownership), the toner, all service and maintenance. The cost to the department outside of the cost per each actual page printed is reduced to paper, and power. A detailed needs assessment will be performed in each college/department/unit by ComDoc and Printing Services.

A:The analysis and coordination with each department will identify those leases and owned equipment that could be removed sooner than later. The department may buy out leases if it is determined that greater cost savings can be achieved for the area by making the transition sooner. Leased equipment is owned by the supplier and will, therefore, be returned to the supplier when the lease is terminated or complete. Those machines that are currently owned will be placed in the Surplus program for resale per University policy.

A: The ComDoc Tag which is found either on your Laser Printer or new Xerox Multifunction Unit placed by ComDoc, designates that such unit is currently under Ohio University's Print Management Program. Ohio University staff can call 1-800-321-4846 for support from ComDoc, specifically for issues pertaining to the hardware itself – technical issues should still be directed to appropriate OIT support staff.

Effective January 1, 2012, this number will also be the contact which is made to re-order toner and supplies for laser printers and multifunction units, which is billed under a cost-per-page usage basis. In either circumstance, the staff member calling for support or supplies should be prepared to provide the following information.

ComDoc Unique Contract Number

Physical Location of Machine – Including Building, Room Number and Main Contact

Lastly, as a part of Ohio University's agreement, ComDoc offers Help Desk Support for any immediate issues which can be addressed over the phone. This service is available during normal business hours (Monday – Friday: 8:00am to 5:00pm), where staff members can call and speak with ComDoc support representatives to trouble shoot issues over the phone. This often allows ComDoc customers to correct issues with hardware over the phone within minutes, instead of waiting potentially hours for a service technician to arrive on-site.

When calling ComDoc for Support or Supplies, please reference the following prompts to get to your desired location:

For Service, please Press 1

To place a service call – Press 1

If you are experiencing hardware issues, and would like to attempt a fix over the phone – Press 2

For the ComDoc Help Desk – Press 3

For Supplies. please Press 2

Your call will be answered in the order which it was received. You will need to be prepared to provide your machine ComDoc Contract # (see above for example) along with your name, phone number and exact location (department) of the equipment.

A: Yes. Instead of paying for toner, maintenance agreements, leases, etc, your department will be charged one low cost for the ACTUAL "click" or cost per the print or copied page. Charges for faculty and staff are $0.025 for a single sided black & white page, and $0.10 for a single sided color page. Your department will be charged on a quarterly basis.

A: A one-time incentive program to purchase desktop printers for specific needs was made available to campus in Summer 2012. These devices have been installed and there are no plans to install additional desktop printers.

A: Two-sided documents are considered TWO (2) prints. However, as determined by the committee, it will be a best practice to print 2-sided as a default and whenever possible. This will help manage/reduce our overall paper consumption.

A: Computers can be networked to other nearby devices for redundancy. In addition, on site dedicated technicians are available during normal business hours for response. A quick call to the OIT Service Desk will get your service rolling!

A: Members of ComDoc and Procurement Services will perform a scheduled analysis with each area to understand their needs and unique functions. The results of the recommendation will be reviewed to ensure that cost savings can be achieved with department's needs being met as well.

A: There are not a specific number of users assigned to a device. The overall placement, usage, size and function of the machine along with the needs of the department will determine how many users will route to that device.

A: Initially, this arrangement can remain in effect; however, over time, consolidated print, copying scan and fax will become the norm. In continuing to be mindful of natural resources and sustainability efforts here and across the nation, it will be important to make choices that reduce our carbon footprint and add to lower power consumption, etc.

A: As part of the analysis of each area, the length and end date of the lease will be considered as part of the overall review and a recommendation made that works for the department. In some cases, this will mean that the lease is "bought out". In others, it may mean that the lease is continued until a point where it makes sense and is cost effective for the department to maintain. The department will always be involved in the discussions and analysis!

A: The analysis and coordination with each department will identify those leases and owned equipment that can be removed sooner than later. The department may buy out leases if it is determined that greater cost savings can be achieved for the area by making the transition sooner. Leased equipment is owned by the supplier and will, therefore, be returned to the supplier when the lease is terminated or complete. Those machines that are currently owned will be placed in the Surplus Program for resale per University policy.

A: The need for secure printing will be a consideration during each and every analysis with the department. The new machines will be able to "hold" your print job until you "release" it from the print queue.